Office Culture & Experience Specialist

at ESO (View all jobs)
Belfast, Belfast, Northern Ireland, United Kingdom

This is a temporary position with a possibility of being made permanent. The role will be to cover a period of maternity leave for at least one year but as ESO continues to grow we anticipate there may be the requirement to expand our team further. You will be responsible for managing the Belfast office and providing vital support within the People Team playing an integral role in the employee journey.

Reporting to the Senior People Experience Manager you will be based in our offices in Belfast City Centre.


What You’ll Be Doing – the day to day

Office Management

  • Maintain a front of house presence - meeting and greeting any visitors
  • Be the “go to’ person for employees on office related queries
  • Deal with post and deliveries 
  • Liaise with hiring managers and IT Support on the office seating plan 
  • Work with IT Support to ensure all visitors and staff have the appropriate office access
  • Liaise with IT Support on equipment and setting up workstationsfor all new hires
  • Negotiate and manage vendor/partner contracts and invoicing
  • Liaise with Building Management and report/follow up on any facilities issues 
  • Liaise with building security and other tenants
  • Liaise with the cleaning contractor and be the point of contact for the office cleaner
  • Order kitchen supplies, office supplies, equipment, and other ad hoc items
  • Manage office events, quarterly meetings and other ad hoc meetings/events
  • Manage catering requests
  • Assist the Talent Acquisition team with any events and meet ups
  • Be an active member of the Belfast office Social Committee
  • Liaise with and support the VP Engineering/Site Lead on office related matters
  • Book travel for local Senior Leadership Team when required


People Operations

  • Assist with onboarding new employees including delivering orientation
  • Manage new hire references
  • Manage hard and soft copy employee files
  • Add new employees to HR systems
  • Manage the employee probationary process
  • Benefit administration including but not limited to;
    • liaise with benefit brokers on new hires, leavers and change of personal details etc
    • check monthly invoices, deal with any errors & work with finance on approval
    • issue monthly wellness emails to advise staff of the latest resources available via our benefit providers
    • assisting with auto enrolment: issuing pension letters, assisting with uploading new employees to pension platform
    • managing the new child programme
    • assisting with the cycle scheme
  • Manage sickness absence for tracking and reporting purposes
  • Tracking disability as part of our wellness initiative
  • Health & safety including but not limited to;
    • complete assessments to ensure that buildings, assets and equipment comply with Health & Safety standards
    • ensure that monthly fire extinguisher and emergency lighting checks are completed
    • manage first aiders and fire wardens and ensuring training is completed and first aid kits are maintained
    • liaise with external H&S and Fire Consultants
    • co-ordinate, review and manage workstation assessments and escalate issue as appropriate
    • Obtain and issue Fire Safety Awareness training to all new hires
  • Assist with amendment to contract letters, promotion letters and other written communication to employees
  • Deal with employee requests
  • Manage the offboarding process
  • Work on projects as assigned
  • Provide other assistance as required


Who You Are - some of the essential things required to be successful in the role: 

  • Minimum 3 years’ experience in an office management role
  • IT Literate and proficient
  • Ability to work independently and as part of a team
  • Excellent communications skills
  • Enthusiastic and self-motivated
  • Ability to multi-task


Who You Are – it’s desirable if you have any of the following:

  • Prior experience in HR/people operations


Benefits & Perks:

You will have fantastic benefits at ESO including but not limited to; 

  • a competitive salary
  • enhanced short and long-term sick pay 
  • income protection insurance
  • life insurance
  • a generous pension contribution
  • private medical insurance including optical and dental
  • a health cash plan
  • cycle to work scheme
  • an annual health and wellness allowance
  • 25 days holiday plus 12 customary holiday days
  • volunteering day to use to help out in your local community
  • team and office social events (quarterly celebrations, games night, cinema nights, book club, charity fundraisers)
  • an office stacked with complimentary hot/cold drinks, fruit and snacks
  • and many more!


About ESO

 ESO is a fast-paced, growing data, technology and research company passionate about improving community health and safety through the power of data. We pioneer innovative, user-friendly software to meet the changing needs of today’s emergency medical service agencies, fire departments, and hospitals. We’re small enough to be nimble and fun, but big enough to be a great place to work. We serve thousands of customers out of our offices in the US, Canada and Belfast, Northern Ireland.


Are you ready to Make a Difference?


ESO is committed to creating a diverse and inclusive work environment and is proud to be an equal opportunity employer. We invite you to consider opportunities at ESO regardless of your gender; gender identity; gender reassignment; age; religious or similar philosophical belief; race; national origin; political opinion; sexual orientation; disability; marital or civil partnership status, or other non-merit factor.


Data Privacy

We disclose your personal information to our private equity sponsor, Vista Equity Partners, and its affiliates, including Vista Consulting Group (collectively, “Vista”), for administration, research, database development, workforce analytics and business operation purposes, in line with the terms of this Privacy Policy. Vista processes and shares your personal information with its affiliates, including other Vista portfolio companies, on the basis of its legitimate interests in managing, administering and improving its business and overseeing the recruitment process and, if applicable, your employment relationship with ESO Solutions UK Ltd. If you have consented to us doing so, we also share your personal information with other Vista portfolio companies for the purpose of being considered for other job opportunities in the pooling system, both inside and outside the EEA. Please find a full list of all Vista portfolio companies at: and Vista’s privacy policy at Where this requires us to transfer your personal information outside of the EEA, please refer to the Privacy Policy for further details on cross-border transfers. In connection with the recruitment process, your personal data may be transferred outside of the EEA to Lever, Hirebridge, LLC and Criteria Corp., which provide applicant tracking and evaluation services. Hirebridge, LLC and Criteria Corp. have agreed to comply with the EU Standard Contractual Clauses to ensure that your personal information is adequately protected whilst outside of the EEA.





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